CIRCLE OFFICE :: CHANDIGARH - Canara Bank
CIRCLE OFFICE :: CHANDIGARH - Canara Bank
CIRCLE OFFICE :: CHANDIGARH - Canara Bank
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(HEAD <strong>OFFICE</strong> :: BANGALORE)<br />
<strong>CIRCLE</strong> <strong>OFFICE</strong> :: <strong>CHANDIGARH</strong><br />
RFP FOR<br />
"SUPPLY, INSTALLATION AND COMMISSIONING OF DESKTOPS FROM<br />
EMPANELLED VENDORS<br />
OF THE BANK”<br />
TENDER REFERENCE NO : CHD - RFP – 01/2011-12<br />
DATE OF TENDER DOCUMENT : 16.01.2012<br />
LAST DATE FOR SUBMISSION OF TENDER : 30.01.2012(UPTO 03.00 PM)<br />
DATE OF OPENING OF TECHNICAL BID : 30.01.2012(AT 03.30 PM)<br />
COST OF TENDER DOCUMENT : Rs 5000.00<br />
EARNEST MONEY DEPOSIT/ BG IN LIEU OF EMD : Rs.1,00,000.00<br />
NO. OF PAGES : 22 pages<br />
============================================================<br />
ISSUED BY : GENERAL MANAGER<br />
CANARA BANK<br />
TECHNOLOGY MANAGEMENT SECTION<br />
<strong>CIRCLE</strong> <strong>OFFICE</strong><br />
SECTOR 34 A<br />
<strong>CHANDIGARH</strong><br />
=============================================================<br />
Contact Numbers : Tel -0172-2604260<br />
Fax -0172-2604268<br />
Email: tmscochd@canarabank.com<br />
( Senior Manager, Technology Management Section ,Chandigarh)<br />
==============================================================<br />
This document can be downloaded from <strong>Bank</strong>’s website<br />
http://www.canarabank.com/English/Scripts/Tenders.aspx. In that event, the<br />
suppliers should pay the cost of the tender document by means of DD drawn<br />
on any scheduled Commercial <strong>Bank</strong> for Rs 5000/- in favour of <strong>Canara</strong> <strong>Bank</strong>,<br />
payable at Chandigarh and enclose the same to Technical Bid of this tender.<br />
_______________________________________________________________<br />
This RFP is restricted to vendors empanelled with <strong>Canara</strong> <strong>Bank</strong> for<br />
supply of Desktops
We invite sealed offers (Technical Bid and Commercial Bid) for Supply, Installation<br />
and Commissioning of Desktops from our empanelled vendors as described elsewhere<br />
in this document.<br />
This RFP is restricted to vendors empanelled with <strong>Canara</strong> <strong>Bank</strong> for Supply of Desktops and<br />
the names of the empanelled vendors are listed below.<br />
Name of the Vendor Empanelled for<br />
1 M/s Acer India (P) Ltd Desktops , Printers , Scanners & Other<br />
Peripherals<br />
2 M/s HCL Infosystems Ltd Desktops , Printers , Scanners & Other<br />
Peripherals<br />
3 M/s Wipro Ltd. Desktops,Printers, Scanners & other peripherals<br />
4 M/s Zenith computers Ltd Desktops only<br />
The quote from vendors other than above will not be accepted.<br />
Before submission of the offer the empanelled vendor is requested to go through the<br />
following instructions and terms & conditions detailed below.<br />
A. INSTRUCTIONS.<br />
1. Two Bid System Offer<br />
There should be two separate bids (Technical Bid and Commercial Bid). Both Technical<br />
and Commercial Bids shall be submitted in English language in font size 12 point in<br />
separate sealed envelopes, superscribing “Technical Bid for Desktops ” on the top of<br />
the cover of Technical Bid and “Commercial Bid for Desktops” on the top of the<br />
cover of Commercial Bid. The sealed envelopes containing Technical and Commercial Bid<br />
shall be submitted in another sealed envelope superscribing “Offer for Supply,<br />
Installation and Commissioning of Desktops in response to CHD-RFP–01/2011-12<br />
Dt.16.01.2012 (includes separately sealed Technical Bid and Commercial Bid)” on the<br />
top of the envelope. The Name of the Bidder and Due Date of the RFP are to be specified<br />
on the top of the envelope.<br />
The bid/s should be deposited in the Tender Box kept at <strong>Canara</strong> <strong>Bank</strong>, P & E Section,<br />
CANARA BANK, Circle Office, Sector 34 A ,Chandigarh - 160022, on or before ,<br />
30.01.2012 , 3.00 PM. If last day of submission of bids is declared a holiday under NI Act<br />
by the Government subsequent to issuance of RFP the next working day will be deemed<br />
to be the last day for submission of the RFP. The Bid/s which is/are deposited after the<br />
said date and time shall not be considered. No offer will be accepted directly.<br />
The Technical Bid/s will be opened in the presence of the bidder’s representative on the<br />
offer due date 30.01.2012, 3.30 PM at <strong>Canara</strong> <strong>Bank</strong>, Technology Management Section,<br />
Circle Office , Sector 34 A, Chandigarh - 160022. Bidder’s representative may be present<br />
in the venue well in time along with an authorization letter, as per the format attached<br />
(Annexure –B) and should sign in Register of Attendance.<br />
If any of the bidders or all bidders who submitted the tender are not present during the<br />
specified date and time of opening it will be deemed that such bidder is not interested to<br />
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<strong>Canara</strong> <strong>Bank</strong> ,Technology Management Section, Circle Office, Chandigarh Page 2 of 22
participate in the opening of the Bid/s and the bank at its discretion will proceed further<br />
with opening of the technical bids in their absence.<br />
In case the Proposal is not received from any bidder/s as required above on or before the<br />
said date and time, it will be presumed that they are not interested in participating in<br />
this RFP and <strong>Bank</strong> shall proceed further. Bidders not submitting their response<br />
continuously for 3 RFPs may be de-listed from our empanelment list at the discretion of<br />
the <strong>Bank</strong>.<br />
ENVELOPE – I -Technical Bid. (One Copy)<br />
The Technical Bid should be complete in all respects and contain all information sought<br />
for, as per Annexure E. Masked Commercial bid should be enclosed to technical bid as per<br />
Annexure–F. The technical Bid should not contain any price information. The Technical<br />
Bid should be complete in all respects to indicate that all products and services sought<br />
for are quoted. EMD or <strong>Bank</strong> Guarantee in lieu of EMD and cost of tender document by<br />
way of DD should be enclosed with the Technical Bid.<br />
Cost of tender document and EMD should be submitted along with Technical Bid,<br />
otherwise, the bid is liable for rejection.<br />
ENVELOPE – II -Commercial Bid. (One Copy)<br />
The Commercial Bid should give all relevant price information as per Annexure F.<br />
Both these envelopes (Technical & Commercial) should be placed in another envelope<br />
and super scribing “Offer for Supply, Installation and Commissioning of Desktops in<br />
response to CHD-RFP–01/11-12 Dt.16.01.2012 (includes separately sealed Technical Bid<br />
and Commercial Bid)”<br />
2. Requirement Details.<br />
This tender consists of following requirements.<br />
Sl.<br />
No.<br />
Item details Estimated<br />
Qty<br />
1 Desktops 150<br />
Locations<br />
The Details of the Branches<br />
where the Desktops are<br />
required will be intimated at<br />
the time of placing the order.<br />
2.1. It may be noted that the requirement given in this tender is indicative only. <strong>Bank</strong><br />
will have the option to purchase 10% more or less than the quantity specified in this<br />
tender at the same price and the terms & conditions of this tender.<br />
3. Determination of L1 Price.<br />
The Commercial Bid will be evaluated based on the Total Cost of Ownership (TCO) of<br />
Desktops as per Bill of Material as per Annexure F i.e., Cost of Desktops + Taxes + 5 year<br />
AMC on Desktops (inclusive of taxes) at Present Value. Basing on the TCO, Ranking of the<br />
Bidders will be determined.<br />
The Present Value (PV) of the AMC cost offered for all the 5 years shall be added to the<br />
price of the Hardware Items offered, for the purpose of evaluation of the price bid and<br />
_________________________________________________________________________________________<br />
CHD-RFP-01/2011-12<br />
<strong>Canara</strong> <strong>Bank</strong> ,Technology Management Section, Circle Office, Chandigarh Page 3 of 22
arriving at L1, L2 & L3. The Present Value (PV) for the AMC component per year will be<br />
calculated as per the following formula:<br />
C<br />
_________<br />
(1+ r) n<br />
Where 'C' is the annual AMC amount of each year<br />
'r' is prevailing <strong>Bank</strong> Base Rate, which is at present 10.75%.<br />
'n' is number of years, i.e. 'n' is 1 for 1st year and 2 for 2 nd year…. and 5 for 5 th year.<br />
L1 will be arrived for Desktops.<br />
4. Non-transferable Offer.<br />
This tender document is not transferable. Only the empanelled vendors, to whom the<br />
RFP is issued, are entitled to submit the offer to the <strong>Bank</strong>.<br />
5. Offer Validity Period.<br />
The Offer submitted and the prices quoted therein shall be valid for 6 months from the<br />
last date for submission of the offer to the <strong>Bank</strong>.<br />
6. Modifications and Withdrawal of Bid/s.<br />
No offer can be modified or withdrawn by a bidder after submission of Bid/s.<br />
7. Preliminary Scrutiny.<br />
The <strong>Bank</strong> will scrutinize the Bid/s received to determine whether they are complete in<br />
all respects as per the requirement of RFP, whether technical documentation as required<br />
to evaluate the offer has been submitted, whether the documents have been properly<br />
signed and whether items are offered as per the tender requirements.<br />
The <strong>Bank</strong> may, at its discretion, waive any minor non-conformity or any minor irregularity<br />
in the offer. This waiver shall be binding on all the bidders and the <strong>Bank</strong> reserves the<br />
right for such waivers.<br />
8. Clarification of Offers.<br />
During the process of scrutiny, evaluation and comparison of offers, the <strong>Bank</strong> may, at its<br />
discretion, seek clarifications from all bidders/any of the bidders on the offer made by<br />
them. The request for such clarifications and the bidder’s response will necessarily be in<br />
writing and it should be submitted within the time stipulated by the <strong>Bank</strong>. In the event of<br />
any of the bidder fails to submit the response for clarification sought within the time<br />
stipulated, his bid is liable to be rejected.<br />
9. No Commitment to Accept Lowest or Any Offer.<br />
9.1. The <strong>Bank</strong> reserves its right to reject any or all the offers without assigning any<br />
reason thereof whatsoever.<br />
9.2. The <strong>Bank</strong> will not be obliged to meet and have discussions with any bidder and/<br />
or to entertain any representations in this regard.<br />
_________________________________________________________________________________________<br />
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<strong>Canara</strong> <strong>Bank</strong> ,Technology Management Section, Circle Office, Chandigarh Page 4 of 22
10. Documentation.<br />
Technical information in the form of Brochures / Manuals / CD etc. must be submitted in<br />
support of the Offer made.<br />
11. Submission of Technical Details.<br />
11.1. It is mandatory to provide the technical details in the exact format as has<br />
been mentioned in Annexure E of this tender.<br />
11.2. The offer may not be evaluated and may be rejected by the <strong>Bank</strong> without any<br />
further reference in case of non-adherence to the format or partial submission<br />
of technical information as per the format given in the offer.<br />
11.3. If any part of the technical specification offered by the bidder is different<br />
from the specifications sought in our RFP, the bidder has to substantiate the<br />
same in detail the reason of their quoting a different specification than what<br />
is sought for, like higher version or non availability of the specifications<br />
quoted by us, invariably to process the technical quote.<br />
11.4. The <strong>Bank</strong> shall not allow / permit changes in the technical specifications once<br />
it is submitted.<br />
11.5. The relevant product information, brand, and model number offered,<br />
printed product brochure, technical specification sheets etc. should be<br />
submitted along with the Offer. Failure to submit this information along with<br />
the offer could result in disqualification.<br />
12. Make and Models.<br />
It is mandatory to provide make & model of all the items and their subcomponents as has<br />
been sought in the technical specification. The Offer may not be evaluated and / or will<br />
be liable for rejection in case of non-submission or partial submission of make, model of<br />
the items offered. Please note that substituting required information by just brand<br />
name is not enough.<br />
13. Format for Technical Bid.<br />
The Technical Bid should be made in an organized, structured and neat manner.<br />
Brochures / leaflets etc. should not be submitted in loose form. All the pages of the<br />
submitted bids should be filed and paginated (serially numbered) with seal and signature<br />
of the authorized signatory. The format for Technical Bid and Commercial Bid is<br />
furnished in Annexure G.<br />
14. Erasures or Alterations<br />
The Offers containing erasures or alterations will not be considered. There should be no<br />
hand-written material, corrections or alterations in the offer. Technical details must be<br />
completely filled in. Correct technical information of the product being offered must be<br />
filled in. Filling up of the information using terms such as “OK”, “accepted”, “noted”,<br />
“as given in brochure/manual” is not acceptable. The <strong>Bank</strong> may treat such Offers as not<br />
adhering to the tender guidelines and as unacceptable.<br />
_________________________________________________________________________________________<br />
CHD-RFP-01/2011-12<br />
<strong>Canara</strong> <strong>Bank</strong> ,Technology Management Section, Circle Office, Chandigarh Page 5 of 22
15. Costs & Currency<br />
15.1. The Offer must be made in Indian Rupees only, including the following:<br />
15.1.1. Cost of Desktops.<br />
15.1.2. Minimum of One-year comprehensive on-site warranty covering all<br />
parts & support charges. This period will start from the date of<br />
installation and commissioning of items by the <strong>Bank</strong> in writing.<br />
15.1.3. Insurance to cover Desktops up to the installation at site and handing<br />
it over to the <strong>Bank</strong>.<br />
16. Short-listing of Vendors.<br />
The <strong>Bank</strong> will prepare a short-list of technically qualified bidders and the commercial<br />
bid/s of only these bidders will be opened. The <strong>Bank</strong> will intimate the date and time of<br />
opening of Commercial Bid/s to the technically qualified bidders.<br />
17. Right to Alter Quantities.<br />
The <strong>Bank</strong> reserves the right to alter the quantities specified in the Offer in the event of<br />
changes in plans of the <strong>Bank</strong>.<br />
18. Earnest Money Deposit (EMD)/<strong>Bank</strong> Guarantee in lieu of EMD.<br />
18.1. The bidder shall furnish non interest earning Earnest Money Deposit (EMD) of<br />
Rs 1,00,000.00( Rs.One lakh only ) by way of Demand Draft drawn on any<br />
scheduled bank in favour of <strong>Canara</strong> <strong>Bank</strong>, payable at Chandigarh and should<br />
be kept along with Technical Bid.<br />
18.2. In Case the EMD is submitted in the form of <strong>Bank</strong> Guarantee the same should<br />
be valid for minimum period of 6 months from the last date for submission of<br />
offer. The format for submission of EMD in the form of <strong>Bank</strong> Guarantee is as<br />
per Annexure D.<br />
18.3. Submission of EMD in other than Technical Bid Envelope-I is liable to be<br />
rejected on grounds of non submission of EMD.<br />
18.4. The EMD of the Bidders not qualified under Technical Bid will be returned<br />
within 15 days after opening of the commercial bid of the technically qualified<br />
bidders. The EMD of other bidders will be returned upon the selected bidder<br />
accepting the order and furnishing the performance guarantee.<br />
18.5. The EMD may be forfeited/ <strong>Bank</strong> Guarantee may be invoked:<br />
18.5.1. If the bidder withdraws or amends the bid during the period of bid<br />
validity specified in this document.<br />
18.5.2. If the selected bidder fails to accept the purchase order within 7 days<br />
or fails to sign the contract or fails to furnish performance guarantee<br />
in accordance with the terms of the RFP.<br />
_________________________________________________________________________________________<br />
CHD-RFP-01/2011-12<br />
<strong>Canara</strong> <strong>Bank</strong> ,Technology Management Section, Circle Office, Chandigarh Page 6 of 22
B. TERMS AND CONDITIONS.<br />
1. Technical Inspection and Performance Evaluation.<br />
The <strong>Bank</strong> reserves its right to carry out technical inspection of items offered by the<br />
short-listed vendors, as per the discretion of the <strong>Bank</strong> at the cost of vendor/<strong>Bank</strong>.<br />
2. Delivery Installation & Commissioning.<br />
2.1. Delivery should be within Four weeks from the date of receipt of the<br />
Purchase Order for non-road permit locations. The Delivery period for Road<br />
Permit locations will be Five Weeks. Please note that no extra charge / tax<br />
will be paid for those locations where road permit is required. Vendor only has<br />
to arrange for road permit at his cost. It will be the sole responsibility of the<br />
vendor to submit any form required for release of shipment from the check<br />
post.<br />
2.2. The successful bidder should ensure the installation of the delivered hardware<br />
at the bank branch/office within a week from the date of delivery of the<br />
hardware.<br />
2.2.1. Non-compliance of the above delivery & installation clauses [(B.2.1) and<br />
(B.2.2)] put together within Five weeks (For Non Road permit Locations)<br />
/ Six Weeks (For Road Permit Locations) will result in imposing penalty<br />
at 0.50% per week or part thereof, on the invoice value branch wise.<br />
2.3. <strong>Bank</strong> reserves the right to change/modify locations for supply of the items. In<br />
the event of any change/modification in the locations where the hardware<br />
items are to be delivered, the bidder in such cases shall deliver, install and<br />
commission at the modified locations at no extra cost to the <strong>Bank</strong>. However if<br />
the hardware items are already delivered, and if the modifications in locations<br />
are made after delivery, the bidder shall carry out installation and<br />
commissioning at the modified locations and the <strong>Bank</strong> in such cases shall bear<br />
the shifting charges/arrange shifting. The Warranty/AMC should be applicable<br />
to the altered locations also.<br />
2.4. The Installation will be deemed as incomplete if any component of the<br />
hardware is not delivered or is delivered but not installed and / or not<br />
operational or not acceptable to the <strong>Bank</strong> after acceptance testing/<br />
examination. In such an event, the supply and installation will be termed as<br />
incomplete and system(s) will not be accepted and the warranty period will not<br />
commence. The installation will be accepted only after complete<br />
commissioning of hardware.<br />
2.5. The <strong>Bank</strong> will not arrange for any Road Permit / Sales Tax clearance for<br />
delivery of hardware to different locations and the Vendor is required to make<br />
the arrangements for delivery of hardware to the locations as per the list of<br />
locations /items provided from time to time by the <strong>Bank</strong>. However , the <strong>Bank</strong><br />
will provide letters / certificate regarding placing of order /authority to the<br />
vendor , if required .<br />
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<strong>Canara</strong> <strong>Bank</strong> ,Technology Management Section, Circle Office, Chandigarh Page 7 of 22
2.6. Commissioning of the hardware will be deemed as complete only when the<br />
same is accepted by the <strong>Bank</strong> in accordance with the Terms & Conditions of<br />
this Tender.<br />
2.7. The bill of material must be attached in technical offer as well as commercial<br />
offer . The format will be identical for both Technical and Commercial Offers ,<br />
except that the technical offers should not contain any price information .<br />
Technical Offers without the bill of materials will be liable for rejection .<br />
2.8. Vendor must take care in filling price information in the Commercial Offer , to<br />
ensure that there are no typographical or arithmetic errors . All fields must be<br />
filled up correctly .<br />
3. Pricing & Payments.<br />
3.1. The Price offered to the <strong>Bank</strong> must be in Indian Rupees, and inclusive of<br />
Duties/Insurance/Freight but Exclusive of all taxes CST / LST / VAT/ Octroi/<br />
Entry Tax Etc. The Vendor has to quote the applicable taxes separately.<br />
3.2. The item value along with CST/VAT should be claimed in the invoice, location<br />
wise and CST/VAT will be paid in actual at our end. However please note that<br />
taxes will be paid to the maximum of taxes indicated in the Bill of Material.<br />
Octroi / Entry Tax, if applicable, will also be paid / reimbursed at our end<br />
centrally on production of original payment receipt from the respective<br />
location where the items were delivered.<br />
3.3. The Octroi/Entry Tax will have to be claimed separately by submitting the<br />
original Octroi/Entry tax paid receipt location wise and it should be claimed<br />
before/ within the installation payment.<br />
3.4. No escalation in price quoted is permitted for any reason whatsoever. Prices<br />
quoted must be firm till the completion of the contract including warranty<br />
period.<br />
3.5. From the date of placing the order till the delivery of the systems, if any<br />
changes are brought in the duties such as excise/customs etc., by the<br />
Government, resulting in reduction of the cost of the systems, the benefit<br />
arising out of such reduction shall be passed on to the <strong>Bank</strong>.<br />
3.6. Applicable Taxes will be paid at actuals to the maximum of taxes indicated in<br />
the Bill of Material. If there is any delay in delivery of the hardware ordered<br />
on account of the Bidder, then any increase in tax rate has to be borne by the<br />
bidder. However if any decrease in the tax rates, then the taxes at actuals<br />
will be paid.<br />
3.7. If any of the deliverable product , mainly , hardware , software , Service /<br />
Support etc has both VAT and Service Tax , the bidder has to indicate the<br />
Goods component with percentage of VAT and Services Component with<br />
Service Tax involved . The Goods Component +Services Component should be<br />
limited to 100% of the Cost Price . For example , if Goods Component is 60%<br />
then the Services component cannot be more than 40% .<br />
_________________________________________________________________________________________<br />
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<strong>Canara</strong> <strong>Bank</strong> ,Technology Management Section, Circle Office, Chandigarh Page 8 of 22
4. Payment Terms.<br />
4.1. Payment terms will be 90% on delivery of Desktops only on production of<br />
relevant documents. Please note that Originals of Invoices (plus one copy)<br />
reflecting taxes and duties, Proof of Delivery duly signed by bank officials of<br />
the respective branch/office should be submitted while claiming payment in<br />
respect of orders placed.<br />
4.2. 10% of the payment will be released after successful installation,<br />
configuration & commissioning of Desktops supplied only on production of<br />
original invoices & installation reports duly signed by the <strong>Bank</strong> officials of the<br />
respective Branch/offices.<br />
4.2.1. The invoice and installation report should contain the product serial<br />
number of the items supplied.<br />
5. Security Deposit / Performance <strong>Bank</strong> Guarantee.<br />
5.1 The successful bidder should submit a Security Deposit / Performance<br />
Guarantee for 10 % value of the contract within Seven Working days from the<br />
date of receipt of the order.<br />
5.2 If the Security Deposit / Performance Guarantee is not submitted within the<br />
date stipulated above, penalty at 0.50% per week on the total cost of the<br />
order will be deducted from the delivery payment for the delay in submission<br />
of <strong>Bank</strong> Guarantee.<br />
5.3 Security Deposit should be submitted by way of DD drawn on <strong>Canara</strong> <strong>Bank</strong><br />
payable at Chandigarh / <strong>Bank</strong> Guarantee may be obtained from any of the<br />
Scheduled <strong>Bank</strong>s.<br />
5.4 Security deposit shall be retained till completion of warranty period. Similarly<br />
bank guarantee should be valid/ extended till completion of warranty period.<br />
The guarantee should also contain a claim period of three months from the<br />
last date of validity.<br />
5.5 The selected bidder shall be responsible for extending the validity date and<br />
claim period of the <strong>Bank</strong> guarantees as and when it is due, on account of<br />
incompletion of the project and warranty period.<br />
5.6 The security deposit / bank guarantee will be returned to the vendor on<br />
completion of warranty period of the respective items.<br />
5.7 The <strong>Bank</strong> shall invoke the <strong>Bank</strong> guarantee before the expiry of validity, if work<br />
is not completed and the guarantee is not extended, or if the selected bidder<br />
fails to complete his obligations under the contract. The <strong>Bank</strong> shall notify the<br />
selected bidder in writing before invoking the <strong>Bank</strong> guarantee.<br />
6. Pre-Despatch Inspection (PDI).<br />
6.1 The <strong>Bank</strong> and / or its nominated officials / consultants may at its discretion<br />
carry out pre-despatch inspection of all the items before the delivery. On<br />
account of PDI there will not be any change in delivery terms and conditions of<br />
this RFP.<br />
_________________________________________________________________________________________<br />
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<strong>Canara</strong> <strong>Bank</strong> ,Technology Management Section, Circle Office, Chandigarh Page 9 of 22
6.2 The vendor shall inform his readiness for pre-dispatch inspection at least 7<br />
days in advance. Inspection of the items to be supplied to the <strong>Bank</strong> will be<br />
carried out at vendor’s facility. There shall not be any additional charges<br />
payable by the <strong>Bank</strong> for such inspection. However, the <strong>Bank</strong> will have the<br />
discretion to recover the costs related to travel and stay of its staff /<br />
consultants from the vendor if the items offered for inspection are not as per<br />
the <strong>Bank</strong>’s order or if the vendor fails to comply with the test and inspection<br />
procedure.<br />
7. Order Cancellation.<br />
The <strong>Bank</strong> reserves its right to cancel the entire / unexecuted part of the Purchase Order<br />
at any time by assigning appropriate reasons in the event of one or more of the following<br />
conditions:<br />
1. Delay in delivery beyond the specified period for delivery.<br />
2. Serious discrepancies noted in the items delivered.<br />
3. Breaches in the terms and conditions of the Order.<br />
In addition to the cancellation of purchase order, the <strong>Bank</strong> reserves its right to invoke<br />
the <strong>Bank</strong> Guarantee or forfeit the Security Deposit given by the supplier towards non<br />
performance/non compliance of the terms and conditions of the contract, to appropriate<br />
the damages.<br />
8. Software, Drivers and Manuals.<br />
The vendor will supply along with each item ordered all the related documentation and<br />
software.<br />
9. Warranty.<br />
The Offered Hardware must include a minimum one year comprehensive on-site warranty<br />
covering all parts, maintenance and support.<br />
The vendor shall be fully responsible for the manufacturer’s warranty in respect of<br />
proper design, quality and workmanship. Vendor must warrant all components,<br />
accessories, spare parts etc. against any manufacturing defects during the warranty<br />
period. The vendor should ensure that the defective component is replaced / repaired<br />
within a maximum period of 24 hours. In case of breakdown of the system, the vendor<br />
should arrange for standby system of identical specification till the original system is<br />
repaired.<br />
Warranty should not become void if the <strong>Bank</strong> buys any other add-on hardware from a<br />
third party and installs it with / in hardware items in the presence of the representative<br />
of the vendor. However, the warranty will not apply to such third-party hardware items<br />
installed by the <strong>Bank</strong>.<br />
10. Annual Maintenance Contract.<br />
Support for maintenance of hardware supplied should be available for a minimum period<br />
of 5 years after warranty period.<br />
_________________________________________________________________________________________<br />
CHD-RFP-01/2011-12<br />
<strong>Canara</strong> <strong>Bank</strong> ,Technology Management Section, Circle Office, Chandigarh Page 10 of 22
The <strong>Bank</strong> will pay AMC charges after the end of warranty period. Such payment shall be<br />
released quarterly in arrears.<br />
11. Other Conditions.<br />
11.1 The selected vendor has to execute an Undertaking of Authenticity for Hardware<br />
Items as per (Annexure C).<br />
11.2 The <strong>Bank</strong> reserves its right to carry out the technical inspection of items<br />
offered by the shortlisted vendors, as per the discretion of the <strong>Bank</strong> at the cost of<br />
Vendor/ <strong>Bank</strong>.<br />
12. Spare Parts.<br />
The vendor shall make available the spare parts, components etc. for the systems for a<br />
minimum period of 5 years, after warranty period.<br />
If any of the peripherals / components is not available during the warranty /AMC period,<br />
the substitution shall be carried out with peripherals/components of equivalent or higher<br />
capacity.<br />
13. Local Support.<br />
The vendor should be capable of meeting the service & support standards as specified in<br />
this tender. Service support should be available during the bank working hours.<br />
14.Mean Time between Failures (MTBF)<br />
If during the warranty period, any hardware items fails (hardware) on four or more<br />
occasions in a quarter, such hardware items shall be replaced by equivalent / superior<br />
new hardware items by the vendor at no additional cost to the <strong>Bank</strong>.<br />
15.Indemnity.<br />
The vendor shall indemnify, protect and save the <strong>Bank</strong> against all claims, losses, costs,<br />
damages, expenses, action suits and other proceedings, resulting from infringement of<br />
any law pertaining to patent, trademarks, copyrights etc. or such other statutory<br />
infringements in respect of all the hardware items supplied by him.<br />
16.Publicity.<br />
Any publicity by the vendor in which the name of the <strong>Bank</strong> is to be used will be done only<br />
with the explicit written permission of the <strong>Bank</strong>.<br />
17.Force Majeure.<br />
The vendor shall not be liable for default or non-performance of the obligations under<br />
the contract, if such default or non-performance of the obligations under this contract is<br />
_________________________________________________________________________________________<br />
CHD-RFP-01/2011-12<br />
<strong>Canara</strong> <strong>Bank</strong> ,Technology Management Section, Circle Office, Chandigarh Page 11 of 22
caused by any reason or circumstances or occurrences beyond the control of the vendor,<br />
i.e. Force Majeure.<br />
For the purpose of this clause, “Force Majeure” shall mean an event beyond the control<br />
of the vendor, due to or as a result of or caused by acts of God, wars, insurrections,<br />
riots, earth quake and fire, events not foreseeable but does not include any fault or<br />
negligence or carelessness on the part of the vendor, resulting in such a situation.<br />
In the event of any such intervening Force Majeure, the Vendor shall notify the <strong>Bank</strong> in<br />
writing of such circumstances and the cause thereof immediately within five calendar<br />
days. Unless otherwise directed by the <strong>Bank</strong>, the Vendor shall continue to perform /<br />
render / discharge other obligations as far as they can reasonably be attended / fulfilled<br />
and shall seek all reasonable alternative means for performance affected by the Event of<br />
Force Majeure.<br />
In such a case, the time for performance shall be extended by a period (s) not less than<br />
the duration of such delay. If the duration of delay continues beyond a period of three<br />
months, the <strong>Bank</strong> and the Vendor shall hold consultations with each other in an endeavor<br />
to find a solution to the problem. Notwithstanding above, the decision of the <strong>Bank</strong> shall<br />
be final and binding on the Vendor.<br />
18.Resolution of Disputes.<br />
All disputes and differences of any kind whatsoever, arising out of or in connection with<br />
this Offer or in the discharge of any obligation arising under this Offer (whether during<br />
the course of execution of the order or after completion and whether beyond or after<br />
termination, abandonment or breach of the Agreement) shall be resolved amicably. In<br />
case of failure to resolve the disputes and differences amicably the matter may be<br />
referred to a sole arbitrator mutually agreed upon after issue of at least 30 days notice in<br />
writing to the other party clearly setting out their in the specific disputes. In the event<br />
of absence of consensus about the single arbitrator, the dispute may be referred to joint<br />
arbitrators; one to be nominated by each party and the said arbitrators shall appoint a<br />
presiding arbitrator. The provisions of the Indian Arbitration and Conciliation Act, 1996,<br />
shall govern the arbitration.<br />
In case the Proposal is not received as required above on or before the said date and<br />
time, we shall presume that you are not interested in supply of the item/s now and<br />
decision will be taken by us accordingly.<br />
19.The jurisdiction of the court.<br />
The jurisdiction of the court is at Chandigarh .<br />
Yours faithfully,<br />
General Manager<br />
_________________________________________________________________________________________<br />
CHD-RFP-01/2011-12<br />
<strong>Canara</strong> <strong>Bank</strong> ,Technology Management Section, Circle Office, Chandigarh Page 12 of 22
Annexure A - Covering Letter Format<br />
Offer Reference No: Date:<br />
The General Manager,<br />
Technology Management section,<br />
Circle Office<br />
<strong>Canara</strong> <strong>Bank</strong><br />
Flat No 1, Sector 34 A<br />
Chandigarh<br />
Dear Sir,<br />
Tender Ref: CHD-RFP 01/2011-12 dated 16-01-2012.<br />
Having examined the tender document including all Annexure the receipt of which is<br />
hereby duly acknowledged, we, the undersigned, offer to supply, deliver, install and<br />
commission Desktops in conformity with the said tender in accordance with the schedule<br />
of prices indicated in the commercial offer and made part of this offer.<br />
If our offer is accepted, we undertake to complete delivery within Four weeks for non<br />
road permit locations and Five weeks for road permit locations and to complete<br />
installation and commissioning of all the equipment as specified in the offer document<br />
within one week from the date of delivery of the hardware to the respective locations.<br />
We agree to abide by this offer till 6 months from the last date for submission of the<br />
offer to the <strong>Bank</strong>.<br />
We accept all the Instructions and Terms & Conditions of the subject RFP.<br />
We understand that the <strong>Bank</strong> is not bound to accept the lowest or any offer the <strong>Bank</strong> may<br />
receive without assigning any reason whatsoever.<br />
Dated this _________day of _______2012<br />
Signature of the Authorised Representative<br />
Name of the company with seal<br />
_________________________________________________________________________________________<br />
CHD-RFP-01/2011-12<br />
<strong>Canara</strong> <strong>Bank</strong> ,Technology Management Section, Circle Office, Chandigarh Page 13 of 22
The General Manager,<br />
Technology Management Section<br />
Circle Office<br />
<strong>Canara</strong> <strong>Bank</strong><br />
Flat No 1, Sector 34 A<br />
Chandigarh.<br />
Dear Sir,<br />
Annexure B – Authorization Letter Format<br />
SUB: Authorization Letter for attending the Bid Opening<br />
REF: Your RFP No. CHD-RFP 01/2011-12 dated 16.01.2012<br />
This has reference to your above RFP for Supply, Installation and Commissioning of<br />
Desktops.<br />
Mr. /Miss /Mrs. ________________________________________is hereby authorized to<br />
attend the bid opening of the above RFP on ____________, on behalf of our organization.<br />
The specimen signature is attested below:<br />
_________________________________<br />
Specimen Signature of Representative<br />
__________________________________ __________________________<br />
Signature of Authorizing Authority Signature of Attesting Authority<br />
___________________________<br />
Name of Authorizing Authority<br />
_________________________________________________________________________________________<br />
CHD-RFP-01/2011-12<br />
<strong>Canara</strong> <strong>Bank</strong> ,Technology Management Section, Circle Office, Chandigarh Page 14 of 22
Annexure C<br />
Sub: Undertaking of Authenticity for Desktops.<br />
Sub: Supply of IT Hardware/Software –Desktops<br />
Ref: 1. Your Purchase Order No…………………….. Dated……………<br />
2. Our Invoice no/Quotation no…………….Dated……………<br />
With reference to the Desktops being supplied/quoted to you vide our Invoice<br />
no/Quotation no/Order no cited above.<br />
We hereby undertake that all the components/parts/assembly/software’s used in the<br />
Desktops under the above shall be original new components /parts/assembly/software<br />
only from respective OEMs of the products and that no refurbished/duplicate/second<br />
hand components/parts/assembly/software are being used or shall be used.<br />
We also undertake that in respect of licensed operating system if asked for by you in the<br />
purchase order the same shall be supplied along with the authorized license certificate<br />
(e.g. Product Keys on Certification of Authenticity in case of Microsoft Window Operating<br />
System) and also that it shall be sourced from the authorized source (e.g. Authorised<br />
Microsoft Channel in case of Microsoft Operating System)<br />
Should you require, we hereby undertake to produce the certificate from our OEM<br />
supplier in support of above undertaking at the time of delivery/installation. It will be<br />
our responsibility to produce such letters from our OEM supplier’s at the time of delivery<br />
or within a reasonable time.<br />
In case of default and we are unable to comply with the above at the time of delivery or<br />
during installation, for the IT Hardware/Software already billed, we agree to take back<br />
the Desktops without demur, if already supplied and return the money if any paid to us<br />
by you in this regard.<br />
We (System OEM name) also take full responsibility of both parts and service SLA as per<br />
the content even if there is any defect by our authorised service centre/Reseller/SI etc.<br />
Authorized Signatory (Not less than Company Secretary of the Organisation)<br />
Name:<br />
Designation<br />
_________________________________________________________________________________________<br />
CHD-RFP-01/2011-12<br />
<strong>Canara</strong> <strong>Bank</strong> ,Technology Management Section, Circle Office, Chandigarh Page 15 of 22
To<br />
…………………………….………………<br />
…………………………………………...<br />
…………………………………………...<br />
…………………………………………….<br />
Annexure D<br />
BANK GUARANTEE FORMAT FOR EARNEST MONEY DEPOSIT<br />
WHEREAS ______________________________(Name of Tenderer) (hereinafter called "the<br />
Tenderer" has submitted its tender dated _______________________ (Date) for the<br />
execution of (Name of Contract)_____________ _______(hereinafter called "the Tender")<br />
in favour of ______________________hereinafter called the "Employer";<br />
KNOW ALL MEN by these presents that we, _________(name of the issuing <strong>Bank</strong>), a body<br />
corporate constituted under the _______________________having its Head Office at<br />
__________________amongst others a branch/office at ________________ (hereinafter<br />
called "the <strong>Bank</strong>" are bound unto the employer for the sum of<br />
Rs_______________(Rupees________________________________________only) for which<br />
payment well and truly to be made to the said Employer, the <strong>Bank</strong> binds itself, its<br />
successors and assigns by these presents;<br />
THE CONDITIONS of this obligation are:<br />
(a) If the Tenderer withdraws its Tender during the period of Tender validity<br />
specified in the Tender; or<br />
(b) If the Tenderer having been notified of the acceptance of his Tender by the<br />
Employer during the period of Tender validity;<br />
(i) fails or refuses to execute the Agreement, if required; or<br />
(ii) fails or refuses to furnish the performance security, in accordance<br />
with clause ___________ of conditions of Contract.<br />
We undertake to pay to the Employer up to the above amount upon receipt of his first<br />
written demand without the Employer having to substantiate his demand, provided that<br />
in his demand the Employer will note that the amount claimed by him is due to him<br />
owing to the occurrence of one or both of the two conditions, specifying the occurred<br />
condition or conditions.<br />
Notwithstanding anything contained herein<br />
i) Our liability under this <strong>Bank</strong> Guarantee shall not exceed Rs.__________<br />
(Rupees ________________________________only)<br />
ii) This <strong>Bank</strong> Guarantee is valid up to ________________ and<br />
_________________________________________________________________________________________<br />
CHD-RFP-01/2011-12<br />
<strong>Canara</strong> <strong>Bank</strong> ,Technology Management Section, Circle Office, Chandigarh Page 16 of 22
iii) We are liable to pay the guaranteed amount or any part thereof under this <strong>Bank</strong><br />
Guarantee only and only if you serve upon us a written claim or demand on or<br />
before ______________________(mention period of guarantee as found under<br />
clause (ii) above plus claim period)<br />
Dated _________________day of ________________________20____<br />
SIGNATURE OF THE BANK<br />
_________________________________________________________________________________________<br />
CHD-RFP-01/2011-12<br />
<strong>Canara</strong> <strong>Bank</strong> ,Technology Management Section, Circle Office, Chandigarh Page 17 of 22
Annexure E<br />
Technical Specifications of the Desktops and required<br />
SL.No Components Configuration Bidders<br />
Response<br />
1 Desktops<br />
( Mention Make & Model )<br />
1 (A)<br />
Processor<br />
Clock Speed<br />
Front Side Bus<br />
L2 Cache<br />
INTEL Core 2 Duo E7500<br />
2.93 GHz or Higher.<br />
1066 MHz FSB<br />
3 MB L2 CACHE<br />
Chipset Intel G41 chipset based motherboard<br />
(INTEL /GIGABYTE / ASUS TECH/MSI/ECS)<br />
Memory<br />
Hard Disk<br />
Display<br />
Controller<br />
Monitor<br />
Cabinet<br />
Ports<br />
Mouse<br />
Key Board<br />
Ethernet<br />
Interface<br />
Power<br />
Certification<br />
Additional<br />
Requirement<br />
2 GB DDR 3 RAM Memory Expandable upto 4 GB with<br />
minimum 2 DIMMS or<br />
Better (Transcend / Samsung / Hynix<br />
/Kingston / Micron<br />
160 GB or Higher Capacity SATA HARD DISK (7200 RPM<br />
) Integrated on Board Hard Disk Controller Supporting<br />
Min 3 Serial ATA ports.(Seagate / Hitachi / WDC )<br />
Integrated on board Intel @ Graphics<br />
DVMT5 or better<br />
18 ½ ’’ LED / TFT Monitor and should be TCO 03<br />
Certified and colour of monitor should be same as PC,<br />
TCO certificate should be in the name of OEM<br />
Response Time=
Utilities<br />
1 (B) Operating<br />
Software<br />
Pasted with tamper proof stickers on<br />
CPU / Monitor /Keyboard. <strong>Bank</strong> Screen Server<br />
Preloaded in the BIOS<br />
Single Utility for Complete System Protection &<br />
Recovery OS application and data recovery, Secure data<br />
Removal option, Asset & Health management<br />
Capability.<br />
WINDOWS 7 PROFESSIONAL LICENSE TO BE PROVIDED.<br />
It should be down gradable to WINDOWS XP<br />
PROFESSIONAL SP3 with Latest version of Internet<br />
Explorer to be preloaded with Media<br />
_________________________________________________________________________________________<br />
CHD-RFP-01/2011-12<br />
<strong>Canara</strong> <strong>Bank</strong> ,Technology Management Section, Circle Office, Chandigarh Page 19 of 22
Sl.<br />
No<br />
1<br />
Annexure – F<br />
Bill of Material<br />
Note:<br />
1. This bill of material must be attached in technical offer as well as commercial<br />
offer. The format will be identical for both Technical and Commercial Offers,<br />
except that the Technical Offer should not contain any price information.<br />
Technical offers without the bill of materials will be liable for rejection.<br />
2. Vendor must take care in filling price information in the Commercial Offer, to<br />
ensure that there are no typographical or arithmetic errors. All fields must be<br />
filled up correctly.<br />
(Price Details of the Required Items)<br />
Item Details Unit<br />
Price<br />
with One<br />
year<br />
warranty<br />
Desktops<br />
A<br />
Tax Components<br />
for Col A (specify<br />
the tax % and<br />
amount)<br />
B-% of<br />
Tax<br />
C-Tax<br />
Amt.<br />
Five<br />
years<br />
AMC<br />
charges<br />
per<br />
item<br />
Tax<br />
Components<br />
for Col D<br />
(specify the<br />
tax % and<br />
amount)<br />
Total Cost<br />
per Unit<br />
Qty Total Cost<br />
of<br />
Ownership<br />
_________________________________________________________________________________________<br />
CHD-RFP-01/2011-12<br />
<strong>Canara</strong> <strong>Bank</strong> ,Technology Management Section, Circle Office, Chandigarh Page 20 of 22<br />
D<br />
E-% of<br />
Tax<br />
F-Tax<br />
Amt.<br />
G =<br />
A+C+D+F<br />
H I=(G x H)<br />
150<br />
The Commercial Bid will be evaluated based on the Total Cost of Ownership (TCO) of<br />
Desktops as per Bill of Material i.e., Cost of Desktops + Taxes + 5 years AMC on Desktops<br />
(inclusive of taxes) at Present Value. Basing on the TCO, Ranking of the Bidders will be<br />
determined.<br />
The Present Value (PV) of the AMC cost offered for all the 5 years shall be added to the<br />
price of the Hardware Items offered, for the purpose of evaluation of the price bid and<br />
arriving at L1, L2 & L3. The Present Value (PV) for the AMC component per year will be<br />
calculated as per the following formula:<br />
C__<br />
(1+ r) n<br />
Where 'C' is the annual AMC amount of each year<br />
'r' is <strong>Bank</strong> Base Rate, which is at present 9.50%.<br />
'n' is number of years, i.e. 'n' is 1 for 1st year and 2 for 2nd year….5 for 5 th year.<br />
We understand that the above-mentioned figure is for price-comparison purpose only and<br />
the bank will pay on actual to the maximum of taxes indicated in this Bill of Material.<br />
L1 will be arrived separately for each of the above line items ie., Desktops.<br />
Confirmation to be submitted with masked bill of exchange – AMC Charges<br />
Commercial Version – Post warranty AMC Charges calculation table
Sl<br />
No<br />
1<br />
Description Unit Price<br />
(As<br />
mentioned<br />
above<br />
without any<br />
Tax)<br />
Desktops<br />
Post Warranty<br />
AMC Charges per year per item<br />
inclusive of Tax (year wise)<br />
1 2 3 4 5<br />
Total Post<br />
Warranty<br />
AMC per item<br />
(Inclusive of<br />
tax)<br />
(1+2+3+4+5)<br />
We understand that <strong>Bank</strong> shall be placing Order to the Selected Bidder exclusive of taxes<br />
only and that all applicable Taxes like CST/VST/VAT/Service Tax will be paid at actual to<br />
the maximum of taxes indicated in this Bill of Material against production of invoice / bills.<br />
We understand that <strong>Bank</strong> will pay VAT only for Goods Component of Hardware/ Software<br />
and Service Tax for Services Component of Hardware/Software. We also understand that<br />
the Goods Component + Services Component should be limited to 100% of the Cost Price.<br />
We confirm that we have quoted for 5 years post warranty AMC rates for all the items (as<br />
per terms and conditions of the tender), giving the rates/price in our Commercial Offer.<br />
Date:<br />
Place: Signature<br />
(Name)<br />
On behalf of<br />
_________________<br />
(Name of the vendor)<br />
_________________________________________________________________________________________<br />
CHD-RFP-01/2011-12<br />
<strong>Canara</strong> <strong>Bank</strong> ,Technology Management Section, Circle Office, Chandigarh Page 21 of 22
A. Format for Technical Bid<br />
Annexure - G<br />
The Technical Bid should be made in an organized, structured, and neat manner.<br />
Brochures / leaflets etc. should not be submitted in loose form. All the pages of<br />
the submitted bids should be filed and paginated (serially numbered) with seal<br />
and signature of the authorized signatory.<br />
The suggested format for submission of Technical Offer for this RFP is as follows:<br />
1. Index of all the document submitted with page numbers.<br />
2. Ernest Money Deposit (EMD) / <strong>Bank</strong> Guarantee in lieu of EMD as per<br />
Annexure D.<br />
3. Cost of Tender document by way of DD payable at Chandigarh<br />
4. Vendor's Covering letter. This should be as per Annexure A.<br />
5. Technical Offer as per Specifications given in Annexure E should be<br />
complete with all the columns filled in.<br />
6. The masked Price Offer should be enclosed to the Technical Offer as per<br />
Annexure F.<br />
7. Terms and Conditions compliance Table in the following format as under.<br />
This table must cover bidder’s response to all the terms and conditions<br />
specified in the offer document i.e. Part B (Terms and Conditions).<br />
Sl. No. Term No. Short Description of Term Complied<br />
(Yes / No)<br />
1<br />
2<br />
3<br />
8. Technical Documentation (Product Brochures, leaflets, manuals<br />
etc). An index of technical documentation submitted with the<br />
offer must be enclosed.<br />
B. Format for Commercial Offer<br />
The Commercial offer must not contradict the Technical Offer in any manner. The<br />
suggested format for submission of commercial offer is as follows:<br />
1. Index of all the document submitted with page numbers.<br />
2. Covering Letter.<br />
3. Commercial Version of Bill of Materials and Price Schedule. This annexure<br />
must contain all Price information, including AMC details and taxes along<br />
with the cost of consumables sought for.<br />
4. A statement that the bidder is agreeable to the Payment Schedule<br />
given in the tender.<br />
_________________________________________________________________________________________<br />
CHD-RFP-01/2011-12<br />
<strong>Canara</strong> <strong>Bank</strong> ,Technology Management Section, Circle Office, Chandigarh Page 22 of 22